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VIRGINIAS OPTIONS COUNSELING STANDARDS TRAINING MODULE 5ADMINISTRATION of Options CounselingAugust 11, 2011

11OPTIONS COUNSELING STANDARDS TRAINING AGENDAMODULE 5Administration of Options Counseling

1:00 p.m.Welcome and IntroductionsThe Basics Staffing an Options Counseling ProgramDocumentation, Data Collection and Reporting 2:15 p.m.Break

2:30 p.m.EvaluationMarketing, Education and AwarenessNext Steps

3:30 p.m.Qs & As4:00 p.m.Adjourn22Goals for Module 5

Operate successfully

Adjust business practices

Commit to Training

33The basicsDefinition

Philosophy

Eligibility

Essential Components

Agency Bill of Rights/ Grievance Procedure

Partnerships

44What is Options Counseling?Options Counseling (OC) is an interactive decision-support process whereby individuals, with support from family members, caregivers, and/or significant others, are supported in their deliberations to make informed long-term support choices in the context of the individuals preferences, strengths, needs, values, and individual circumstances.

Standards Section 1.25

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Guiding Principles of OCRight to controland choices

Relationship building

Process, not event

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6Standards Section 1.16

Individuals age 18 and over with a disability

AND

adults age 60 and over

regardless of ability to pay

Standards Section 1.3

Eligibility7 7Bill of rights and Grievance procedureAgencies shall assure that individuals receive and have access to the agencys existing bill of rights and grievance procedures.

Standards Section 3.1(D)(3)

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Essential Components of Options Counseling

9Relationship building Decision supportFocus on the individualTime controlled by IndividualWeighing of OptionsInformation Gathering/SharingAction planningTracking/Follow-up over timeNOT EVERYTHING WE DO IS OPTIONS COUNSELING!

9Coordination with Support SystemsAgencies shall assure that Options Counseling is coordinated with any applicable points of entry into support systems.CILsAAAsCSBsLocal Screening TeamsHospitalsPhysician practicesMFP Transition Coordination providers

Standards Section 3.1(D)(2)

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No Wrong Door (ADRC)Money Follows the PersonCommunity Living ProgramVeterans-Directed Home and Community-Based Supports ProgramCare TransitionsMedicaid Waiver ProgramsOther Statewide Programs

Relationship to Other Statewide Initiatives1111Staffing an options counseling program

Staff roles

Core competencies/ credentials

Training

Monitoring and supervision

Staffing ratios1212

OPTIONS COUNSELING STAFFING: ESSENTIAL COMPONENTS and ROLES DETERMINE THE NEED

+ PROVIDE OPTIONS COUNSELING AND FOLLOW UP

+ MONITORING/SUPERVISION

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CORE COMPETENCIES: staff who determine the need for options counselingTraining in statewide protocolDo you understand the information I have given you? (if no, refer to OC; if yes, ask next question)Do you need additional information? (if yes, refer to OC; if no, ask next question)Do you know what your next steps are? (if no, refer to OC; if yes, do not refer to OC) (Section 3.1.B.)Demonstrated accurate use of the protocol

Standards Section 4.1(A)

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CORE COMPETENCIES: staff who determine the need for options counseling

1515CREDENTIALS: staff who determine the need for options counselingGood listening/interviewing/communication skillsKnowledge of issues confronting older adults and individuals with disabilitiesSuccessful completion of statewide training module in determining the need for Options Counseling.

Standards Section 4.3(A)

1616CORE COMPETENCIES: staff who deliver and follow up from options counselingTraining in statewide Options Counseling curriculum

Ability to:Understand the individualUnderstand/educate about public/private resourcesFacilitate knowledge of informal supports and self-directionEncourage future orientation and goal-settingFollow upCommunicate in a manner that leads to informed choices

Standards Section 4.1(B)

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CREDENTIALS: staff who deliver and follow up from options counselingBachelors degree/equivalent experienceMinimum one year experience Knowledge of long term supports/funding systemsKnowledge of the issues confronting older adults and individuals with disabilitiesGood listening/interviewing/communication skillsSuccessful completion of the statewide Options Counseling training curriculum

Standards Section 4.3(B)

1818CONTINUING TRAINING: staff who deliver and follow up from options counselingAgencies providing Options Counseling shall require successful completion of an annual statewide Options Counseling best practices training to ensure that staff who deliver Options Counseling have appropriate decision-support skills and knowledge about available resources.

Standards, Section 4.4

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CONTINUING TRAINING: staff who deliver and follow up from options counseling

2020CORE COMPETENCIES: supervisorsTraining in the Options Counseling administration curriculum

Standards Section 4.5(C)

2121CREDENTIALS: supervisorsExperience or educational training to oversee staff development, program management, program planning, policy/procedural maintenance, and program evaluation.

Standards Section 4.5(C)

2222ADEQUACY OF STAFFING(A) Agencies providing Options Counseling shall assure that staff who determine the need for and who deliver Options Counseling have sufficient time to devote to their Options Counseling duties.

(B) Agencies providing Options Counseling shall establish staffing ratios that assure compliance with 4.6(A).

Standards Section 4.6

2323Documentation, reporting and evaluation

2424Unit of ServiceA unit of service is defined as the number of contacts, and the time spent in hours or portions thereof, with and on behalf of each individual. The hours shall be recorded in 15-minute increments.

Standards Section 5.1(E)

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Individual support records shall bemaintained for each individualreceiving Options Counseling.

Standards Section 5.1 (A) The Individual Support Record

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ITEMS FOR THE INDIVIDUAL SUPPORT RECORD: STAFF DETERMING THE NEEDOriginal contact Reason Trigger Demographic profileperson/relationship

Individuals contact Authorization to OC referral date Progress notes information share information

Standards Section 5.1(B) 2727 Initial contact date New? Reengaging? Why?

Environment and Participants communication preferences

ITEMS FOR THE INDIVIDUAL SUPPORT RECORD: options counselor28

Standards Section 5.1(C)(1-4) 28ITEMS FOR THE INDIVIDUAL SUPPORT RECORD: options counselor

IndividualCircumstances

29Standards Section 5.1(C)(5) 29Preferences, needs, Options, alternatives Action Plan: Goals/values, definitionrisks, benefits discussed decisions, steps, of success resources, timeline, responsible party

Referrals made Action plan implemented Progress Notes Future NeedsStandards Section 5.1(B) (6)-(13)

ITEMS FOR THE INDIVIDUAL SUPPORT RECORD: options counselor

3030ITEMS FOR THE INDIVIDUAL SUPPORT RECORD: options counselor in follow upDate and time spent Follow up Decisions purpose/outcome implemented?

Supports received Goal status Satisfaction

Plan followed? Termination Reengaged? date/reason Why?Standards Section 5.1(D)

3131Data ReportingThe agency shall collect the following data on an individual basis and report it on an aggregate level: Demographics Individual Satisfaction Data (process and choices/decisions made) # individuals living in community6 and 12 months # individuals offered, provided, terminated from and re-engaged in Options Counseling Time spent per individual # referrals made # individuals achieving goals # staff trained in Options Counseling/roles/titles

Standards Section 5.2

3232Assessing individuals satisfaction

3333THE IMPORTANCE OF DATA:IS OPTIONS COUNSELING WORKING?

Standards Section 3.3(D)3434Agencies shall also follow up using a uniform instrument, administered in the method or mode of communication that the individual uses and prefers, to measure individuals satisfaction with the Options Counseling process and the choices the individual has made.

Standards Section 3.3(C)(2)

3535Individual satisfaction domainsCHOICE

HEARD

SUPPORTS

INFORMED

AUTONOMY

Standards Section 3.3(D)(3)

3636 Sign language? Talking? Whatlanguage? COMMUNICATION

Special device?In writing?

HONOR PREFERENCES

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Home?In person?And where? Options Counselors Office? Neutral Environmental location?

Telephone? Computer?

HONOR PREFERENCES3838Marketing, education, and awareness

Options counseling3939Raise AwarenessProvide Educationand/orActively Market

Standards Section 2.0(A)

4040audiencesAdults 60 and older, and adults 18 and older who have a disabilityIndividuals residing in hospitals and other institutional settingsFamily members, caregivers and supportersThe general publicThe medical community, including hospitalsAdministrators and staff of long-term support facilitiesLong-term support ombudsmen

Standards Section 2.0(A)

Providers of long-term community supports and other local agencies having regular contact with older adults and/or individuals with disabilitiesSocial workersHealth and human services agencies Local government officials and policy makersAdvocates and advocacy organizations

4141Awareness and education activities =Outreach + Response to inquiries for information

Standards Section 2.0(B)

4242Awareness, education and marketing activities shall be directed both to individuals who pay privately, and to individuals who cannot pay.

Standards, Section 2.0(C)

4343Marketing ResourcesTAE Issue Brief: Marketing to External Audiences http://www.adrc-tae.org/tiki-index.php?page=OutreachandMarketingADRC-TAE Issue Brief: Private Industry Lessons Branding http://www.adrc-tae.org/tiki-index.php?page=OutreachandMarketingCenters for Disease Control and Prevention Social Marketing http://www.cdc.gov/healthmarketing/Social Marketing Institute http://www.social-marketing.org/sm.htmlSocial Marketing Place http://social-marketing.com/Turning Point Foundation http://www.turningpointprogram.org/Pages/socialmkt.htmlAARP publications http://www.aarp.org/states/Idaho Performance Measures http://www.adrc-tae.org/tiki-download_file.php?fileId=26826

4444Marketing ResourcesNational Clearinghouse on Long Term Care Information http://www.longtermcare.gov/LTC/Main_Site/index.aspxOwn Your Future Campaign http://www.longtermcare.gov/LTC/Main_Site/Planning_LTC/Campaign/index.aspxAssessing Your Long-Term Care Planning Quotient http://www.adrc-tae.org/tiki-download_file.php?fileId=1962A House in Order: How Planning for Your Aging Brings Peace of Mind: http://www.adrc-tae.org/tiki-download_file.php?fileId=26901National Council On Aging: Use Your Home to Stay at Home Program http://www.ncoa.org/content.cfm?sectionid=250American Institute of Certified Public Accountants (AICPA) http://www.360financialliteracy.org/

4545What happens now?

4646TRAINING THAT MUST OCCUR BEFORE SEPTEMBER 30!OCCs train all agency staff who determine the need for Options CounselingDetermining the Need Modules 1 and 2OCCs coordinate (with EDs) a training for local team AAA and CIL staff: Working with individuals with disabilities and older adults (Module 6)VDA will provide training on the NWD technology for the use of CRIA in OC documentation, tracking and reporting.Any staff who missed August 10-11 training and who will be providing OC or supervising OC, must receive training in the applicable Module/s:Providing OC Modules 1, 2, 3, 4, and 5Supervising OC Modules 1 and 54747NEXT STEPSBegin offering OC according to the statewide standardsProvide quarterly reports to VDADevelop a plan for local outreach and marketingIntegrate talking points into local outreachTrain new staff members who will be determining the need, providing OC or supervising OC, as they join the agencyDetermining the Need Modules 1 and 2Providing OC Modules 1, 2, 3, 4, and 5Supervising OC Modules 1 and 54848The end

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